Commercial Services Specialist II (Manheim

Job Duties

• Perform data entry of required information in the AS 400 system of vehicle identification number (VIN), and other descriptive information.
• Manage account relationships, maintaining effective communications and ensuring customer requirements are met.
• Maintain vehicle files; verify title information; log in titles when received; create and file in folders. Work with title department to ensure that a negotiable title is obtained for each vehicle assigned to the account.
• Work with posting clerk to ensure completion of recon, transportation, and all other vehicle charges are applied to the appropriate vehicle in the AS400 system.
• Respond to customer inquiries relating to vehicles. Provide quality service and assist in resolving problems.
• Mail out sale packages the day after sale.
• Pull and update consignment inventory information of vehicles transmitted by customer. Investigate transmission errors. Verify vehicle eligibility for the sale and provide customer with inventory reconciliation report.
• Communicate with Transportation department in order to arrange required transportation or obtain information including transportation condition reports, bills, etc. Pull transmitted transportation charges as needed.
• Establish customer vehicle files in the computer system. Update vehicle files on a continuous basis with standardized abbreviations to assure that vehicle location, condition, special announcements, and other activities relative to the vehicle are properly recorded.
• Seek floor price information from account representative and enter it into computer system.
• Review, enter, and update vehicle condition report information in the computer system. Pull and print electronic condition reports. Provide customer with copies as necessary.
• In coordination with account representative, account operations coordinator, and account specific procedures, prepare sale vehicle run process including run order, scheduling, notice to customer account, etc.
• Follow up on vehicle preparation for the sale by reconciling incoming bills against ordered work/repairs for each Institutional customer vehicle. Contact customer coordinators, service vendors and/or account representative when the information is missing, or problems occur.
• Communicate with accounting department in order to balance the sale and perform post-sale invoicing for accounts receivable as needed.
• Maintain and update physical vehicle inventory files that document all activities relative to each customer vehicle, assuring accurate sale processing/closing records.
• Communicate with Online Operations department in order to prepare assigned vehicles for online programs.
• Prepare various reports, lists and handouts such as sales and expense report, sold vehicles by net amounts report, dealer attendance report, lot and transportation damage report, block summaries, etc.
• Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such. Actively participate in support of all safety activities aligned with Safety Excellence.
• Manage redemption calendar and assist with appointment scheduling, maintaining effective communications and ensuring customer and auction requirements are met.
• Create & maintain vehicle redemption files; verify accuracy of charges and expediency of billing for released vehicles.
• Respond to customer inquiries relating to vehicle exceptions including damaged or missing property. Provide quality service and assist in resolving problems.
• Create and disperse the following day's redemption appointment list to the operational team for vehicle movement and staging.
• Communicate with the Commercial team on any escalations or issues that cannot be handled by the redemption Admin.
• Communicate and work with the front office for payment processing
• Understand and adhere to client specific redemption guidelines in terms of vehicle release and record/information retention
• Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such. Actively participate in support of all safety activities aligned with Safety Excellence.
• All redemption customers will be verified and met face-to-face at the time of their appointment to confirm identity, validate documentation, and ensure all redemption requirements are met.
• Wear multiple hats as well as perform other duties as assigned by management, especially on days when Redemption appointments are lighter or do not exist.

• High School Diploma/GED plus 3 years of related work experience
• OR any degree or certification above a High School Diploma/GED plus 1 year of related work experience
• OR 5 years of related work experience.
• Ability to work in a fast-paced environment, receptive to change and able to multitask.
• Prior clerical or administrative experience required.
• Proficient in Microsoft Excel preferred.
• Commitment to providing excellent customer service required.
• Must be able to operate office equipment (i.e., copier, fax…